Records Management Assistant

Join a team dedicated to delivering outstanding client service.

Cox & Palmer is a full-service, top-ranked Atlantic Canadian law firm with the knowledge and experience clients rely upon for solid legal solutions. The firm prides itself on a collegial work atmosphere and supportive team environment.

We hire self-motivated, team-minded individuals with a strong work ethic, integrity and a commitment to client service.

We are seeking a permanent, full-time Records Management Assistant to join our Halifax office and support the effective organization and maintenance of Firm records in accordance with established policies and procedures.

Summary of Responsibilities

• Organize and maintain physical and electronic records, including client files, correspondence, and legal documents.
• Ensure compliance with document retention policies and procedures, adhering to requirements established by the Nova Scotia Barristers' Society (NSBS).
• Assist with the digitization of paper records, including scanning and indexing documents.
• Coordinate the transfer and disposal of records in accordance with legal requirements and firm policies with external vendors.
• Respond to requests for information and locate requested documents promptly.
• Provide support to lawyers and staff regarding records management processes and procedures.
• Maintain confidentiality and security of sensitive information.
• Collaborate with IT and administrative teams to troubleshoot issues related to records management systems.
• Finalize closing of files in adherence to policies and procedures.
• Assist File Opening Clerk with opening new clients and matters in our accounting system.
• Assist with preparing and circulating conflicts of interest reports.
• Collaborate with staff and lawyers to ensure completed information is being entered into our accounting system.
• Other duties, as required.

Skills & Qualifications

• 1-3 years of relevant work experience in an administrative or records/document management position, with preference given to those who have worked in a law firm environment.
• Post-secondary education (e.g., diploma or bachelor's degree) in a relevant discipline.
• An equivalent combination of education and experience may be considered. Candidates who do not meet the stated education requirements but possess significant relevant experience are encouraged to apply.
• Proficiency in document management software and Microsoft Office Suite.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to prioritize tasks and manage time effectively.
• Knowledge of record retention policies and regulations.
• Ability to work independently as well as part of a team.
• Discretion and ability to handle confidential information appropriately.
• Flexibility to adapt to changing priorities and deadlines.
• Certification in records management or related field a definite asset.
• Familiarity with legal terminology and document types a definite asset.
• Knowledge of best practices in information governance a definite asset.

Cox & Palmer provides a competitive compensation and benefits package, including:

• A generous paid vacation allowance;
• Three flex days per year;
• Paid sick days;
• Firm paid Health, Dental, and Life Insurance plans;
• Group Pension Plan with employer matching contributions;
• Employee and Family Assistance Program;
• An annual Health and Fitness Allowance.

Equity, Diversity & Inclusion
We understand the value that an equitable, diverse, and inclusive workplace brings to our people, our clients, and the communities we serve.

We welcome and encourage applications from persons who identify as women, visible minorities, Indigenous, persons with disabilities, members of the 2SLGBTQIA+ community/people with diverse gender identities and sexual orientations.

Applicants from these equity-priority groups may self-identify in their application.

In the course of the hiring process, candidates are entitled to seek necessary accommodations. We urge candidates who are invited for an interview and need specific accommodations to engage in a conversation with our recruitment team to explore how we can best support them during this process.